In Schoox, you have three different options for assigning curricula:
- assign curricula to specific employees
- assign curricula to a group of employees based on their job and location
- assign curricula to academy groups (an option available only for Admins and Group Creators)
For the third option (group assignment) please follow the link: How Can I Assign Curricula To An Academy Group?
The easiest way to start assigning a curriculum to employees is to navigate to the desired curriculum and click the big blue Assign button.
You are then landing into the Curriculum Panel, where you will be given the option to assign the curriculum either to specific employees (Individual Assignment) or to a group of employees based on their job and location (Advanced Assignment).
Please note that only Admins, Training Managers and Managers with the Assign Training permission enabled can assign a Curriculum.
Alternatively, you can assign a curriculum by clicking on the Assign Curriculum option in the Curriculum's Administration Panel.
In the window that appears, you will be given the option to assign the curriculum either to specific employees (Individual Assignment), or to a group of employees based on their job and location (Advanced Assignment).
1. Assign a curriculum directly to employees
You can find individuals easier using the Search field and drop-down filter menus.
To assign an individual to this curriculum, simply click the plus ("+") symbol beside their name in the left-hand column. Their name will then appear in the right-hand Selected column.
To remove an individual from the list, click the Minus("-") symbol.
After selecting the desired individuals, you can give them a due date by typing in either the number of days in which they have to complete the curriculum or a specific date by which the curriculum needs to be completed. Please note that in both cases, the due date is being defined based on the logged-in user's (assignor's) preferred timezone.
Οnce you add value for the due date field, you will see an extra checkbox to “Unassign users once the due date is missed''. If selected, each user who is included in this assignment will be automatically unassigned from the course once their due date passes.
If you select the “Unassign users once due date is missed'', another checkbox will appear, which if selected will auto-unassign the users as soon as they reach their due date, regardless of their completion or certificate’s expiration.
Type in a personalized message to them, if you'd like, add an attachment, if you want to, select if you want the prerequisites (if any) to be assigned too, and click on the Assign button.
Each of these individuals will then receive a notification in Schoox, and an email if they've set up that functionality.
If you want to bypass global notifications settings for course/curricula, and
- send a notification for a specific assignment, although no notification should be sent out based on the global settings OR
- not send a notification for a specific assignment, although a notification should be sent out based on the global settings
you can do so by checking/ not checking off the relevant checkbox:
Please note that you have the choice to either assign this curriculum to the selected individuals this one time or schedule a future, one-off assignment. Please check the following article for some more details in this: Can I set curricula to be assigned on future dates?
2. Assign a curriculum to a group of people based on their job and location
You can also assign a curriculum to one or more groups of people based on their job and location. Moreover, you can create an assignment rule to assign future hires automatically.
Under Advanced assignment, select the jobs to which this assignment is associated.
Then, select both the desired Above Units and Units in their respective columns and filter using the drop-down menus, if needed. By clicking on the view selected option, only the items that you have already selected will be filtered.
You can also filter the users based on custom fields that you have set up for your Academy by clicking the "Choose Additional Fields" dropdown. There you will also find the Academy Joined Date and Hired Date fields as options for filtering.
The number of individuals affected will appear below.
You have the option of using an extra filter in order to assign the curriculum only to members who have a specific language set as a preferred Content language.
Moreover, you have the choice to either assign this curriculum to this group this one time, schedule a future, one-off assignment, and/or setting up a rule that will automatically assign to individuals within these parameters in the future. To learn more about how to set an Automated Assignment Rule read here: How can I set auto assignment rules?